Maximo EAM License Transition and Configuration Services

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
Facilities Services currently heavily uses IBM Maximo to run their operations and financial transactions at the University. To continue to operate York is required to migrate to IBM Maximo Application Suite (“MAS”).
York is seeking joint Proposals from IBM Canada (OEM) as the primary proposal submitter with each joint Proposal paired off with a different System Implementer. Each Proposal should be limited to the OEM and a single sub-contracted System Implementer.
The System Implementer will be:

• Qualified to consult, lead and implement the migration from Maximo 7.6.1.2. to the IBM Maximo Application Suite;
• Enable and onboard Facilities Operations with Maximo Mobile; and
• Provide community training on the new IBM MAS functionality.

IBM Canada (OEM) responsibilities should include:

• Submitting joint Proposals of any interested qualified (see section 6.2 Restrictions) system implementers;
• Provide IBM MAS Annual licensing and support costs for the Term and any optional extension terms contained within the RFP;
• After York has provided internal Level 1 Technical support, IBM Canada is to provide Level 2 Technical Support Services to the York Technical team for the Term of the Contract; and
• Have the ability to retain the initial or a subsequent System Implementer as a subcontractor for any ‘as requested as needed’ IT professional service project / enhancements that may be required post deployment of IBM MAS. (Note: York is not interested in any pre-purchased block of professional hours).

York’s preference is to award one (1) qualified and experienced Proponent’s joint-proposal for the Work outlined in this RFP.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid.  Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/
 
Pricing and Payment Terms are available on the MERX website, respectively.
 
Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.
 
Estimated Quantities:
Available within the RFP Documents.
 
Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca
 
Submission Deadline:
August 2, 2023 at 3:00:00pm EST.
 
Public Opening:
Not Applicable.

Conditions for Participation:
This RFP is subject to the following restrictions:
a)           [Mandatory Requirement] All Proposals must be submitted by IBM Canada as a joint-bid proposal with a System Implementer (“SI”); for clarity IBM Canada is the designated prime in the relationship and the proposal submission binding authority; the SI will act as an IBM sub-contractor under the resulting Agreement between IBM Canada and York University (See Sections 4.8 and 4.9 of the RFP respectively).
b)           [Mandatory Requirement] The SI shall be in good standing with IBM;
c)            [Mandatory Requirement] The SI shall be an IBM Gold Level Certified partner;
d)           [Mandatory Requirement] The SI shall have a Flexible Contract Type (FCT) Level 2 (L2) Support Certification with IBM for the implementation of the Work.
Mandatory Submission Requirements:
 

• Executive Summary, Company Profile, Implementation Team, References / Projects (Section 4.1) (File type: .pdf) – Required 
• Methodology (Section 4.2)(File type: .pdf) – Required 
• Financial Considerations (Section 4.3) (File type:.pdf) - Required  

• Schedule A – Price Schedule (Section 10.0) (File Type: .xlxs) - Required 
• Acknowledgement (Section 9.0) (File type: .pdf) – Required 

Complete submission requirements are provided within the RFP documents.
 
Scored Submission Requirements:  
 

1. Executive Summary, Qualifications and Experience
2. Methodology and Timelines;
3. Deliverables;
4. Financial Evaluation; and
5. Short-listed interviews.

Complete submission requirements are provided within the RFP documents.
 
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
 
Delivery Date:
The Selected Proponent will have an immediate project start date after the award and Agreement execution.
 
Duration of Agreement:
The initial term of the Agreement shall be for forty-eight (48) months from the date of an award, with two (2) optional twenty-four (24) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial forty-eight (48) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
 
Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the leading Proponents who offers the best overall value to York. York’s intention is to establish a roster of Proponent’s based respectively on the highest to lowest best overall value scores. York reserves the full and sole right to determine how many Proponent’s are included in the roster list.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.



 Responses must be submitted in English.




Proponents should note that information contained within this notice is subject to change.  Proponents are encouraged to download the tender document which contain the most current information.
 
If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.